Notice of 100th Annual General Meeting - November 8-9, 2019

DATE – November 8-9, 2019

LOCATION – NCR, Gatineau, QC  

HOST HOTEL / MEETING LOCATION – Hilton Lac Leamy – The Hilton will be filled on a first come, first served basis, by the first 300 registered delegates. All observers and remaining delegates will be booked at the overflow properties, the Delta on Lyon Street, in Ottawa and the Hilton Garden Inn (on Queen Street).

ONLINE REGISTRATION – May 9th to August 9th, 2019 – Once notified as having been selected to attend the AGM, all Delegate and Observer have to complete the online registration form. Please note that the deadline for registration will be strictly enforced.

Delegates and observers to the 2019 AGM will be eligible for the Private Accommodation Allowance of $50.00 per night, as per the Institute Travel Policy, Part F – Accommodations, 4.3, Schedule A.

If this is the option you intend to use, please indicate on the registration form as such under the hotel options (yes, no or private accommodation).

Delegate Selection Process

Group Presidents and Regional Directors must submit their list of approved Delegates/Observers to Julie Gagnon at, taking into consideration the close of registration on August 9th.  Group Presidents and Regional Directors will also need to advise us of their ancillary meetings early (for delegate registration purposes).

Once the lists are received, the National Office will communicate with each Delegate/Observer by e-mail inviting them to register online. Please note that Delegates/Observers will not be able to register until an approved list has been received from the Groups and from the Regions. 

All expenses incurred by Observers (travel, accommodation, salary replacement, all meals and incidentals) are the responsibility of the sponsoring Group or Region.

The number of delegates for the AGM is defined in By-Law 13 and in accordance with the delegate count.

Changes to Institute By-Laws

By-Law states "No By-Law shall be enacted, repealed or amended by a General Meeting unless details of proposed changes were submitted to the Office of the Executive Secretary no later than twelve (12) weeks prior to a General Meeting." Proposed amendments to the Institute By-Laws must be submitted by August 16, 2019, by email at


By-Law states "Resolutions, in writing, must be received at the Office of the Executive Secretary not less than twelve (12) weeks before the commencement of a General Meeting." Resolutions must be submitted by August 16, 2019, by email at

AGM resolutions are first received by the Resolutions Sub-Committee (RSC), which is comprised of the following members:

N. McCune – Chair and Chair BLPC

C. Roach - AC Director / Chair Finance Committee

E. Gillis – (COO & Executive Secretary, Staff Resource)

J. Gagnon – (EA to COO, Staff Resource)

The mandate of the RSC is to consolidate, monitor and clarify resolutions for submission to the AGM. The RSC is available to help and to provide advice to sponsors regarding wording to ensure clarity and compliance with Institute By-Laws and Policies. If there is a cost associated with resolutions (financial resolutions), sponsors should submit related numbers with their resolution, for review by the RSC.

To assist in the process of writing resolutions, please refer to the pocket guide Write that Resolution, found on the Web site at or contact a member of the RSC.

As directed by the 2013 AGM, motions presented on the AGM floor will be prioritized as follows:

  • Ones brought forward by the Board of Directors, Groups and Regions will be dealt with first
  • Those brought forward by Branches and SubGroups be dealt with next
  • Finally, those presented by individual members

Institute Fees

Pursuant to By-Law 14.2.1, which governs fees, notice is hereby given that a change in the basic monthly fee may be proposed at the 2019 Annual General Meeting.

2019 AGM Fact Sheet